Administrative Assistant IV

Job Details

Job Description Summary:The primary responsibilities of this position are clinical placement of DNP-PMHNP students and administrative operations of the DNP-PMHNP program in the College of Nursing.

The position requires an in-depth understanding of the university’s services, operations, and standards, and as appropriate, well integrated into program management. This position provides internal and external customer service that represents the DNP-PMHNP program and university. The position reports to the DNP-PMHNP Program Director; this position works closely with faculty, students and clinical agencies.
Duties and Responsibilities:

Clinical Placement Coordination of DNP-PMHNP Students (50%)
  • Communicate via email, phone and/or in person with administrative personnel and/or placement coordinators in hospitals and clinics to develop clinical placements for PMHNP students.
  • Interact with clinical agencies to plan for and schedule PMHNP students with clinical preceptors
  • Obtain facility contract if not already existing
  • Ensure that the facility contracts are current and initiate renewal process or new contract process as needed.
  • Efficiency in Exaat Clinical Management Platform
  • Maintain a list of the approved preceptors
  • Identify preferred student learning experiences in clinical/practicum sites.
  • Provide oversight of clinical logs of students in the PMHNP program working in conjunction with the Program Director
  • Schedule and notify students and clinical faculty regarding the clinical orientations for each student group each semester
  • Distribute the student and agency evaluation forms and clinical teaching forms to clinical faculty and preceptors as needed.
  • Provide input into the evaluation process of clinical instructors/preceptors
  • In collaboration with the Director and/or agency coordinators, manage student clinical placement issues as appropriate.
  • Additional duties as reasonably assigned.
General Administrative Support (50%)
  • Collaborate on edits to, and development of, handbooks and other reference manuals and materials, works on the content development and maintenance of the DNP-PMHNP intranet site
  • Take minutes and prepare meeting reports
  • Manage online course scheduling processes by compiling faculty requests.
  • Scheduling project tasks, meetings, minutes, recordings and deadlines
  • Obtain textbooks and other course material for DNP-PMHNP faculty.
  • In collaboration with director, analyze program grids to determine number of adjunct faculty needed per term.
  • Manage program calendars including multiple faculty meetings coordinating with faculty student project chairs, students and our community partners
  • Manages DNP-PMHNP Teams site.
  • Provide general administrative support to students and program faculty
  • Manage and facilitate confidential and critical information such as student health information.
  • Serve as point-of-contact resource for staff, faculty and vendors.
  • Represent the department and university to internal and external customers including vendors, applicants, students, staff and faculty
  • Maintain record keeping for student files

To perform this job successfully, an individual must be able to perform each essential duty independently and satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

  • Technical expertise within an administrative and operational function

  • In-depth understanding of the university services, operations and standards
  • General computer applications and systems
2. Skills
  • Excellent interpersonal, communication (written/oral) and negotiation skills

  • Capable of balancing multiple interests and developing collaborative solutions
  • Mastery of advanced office/business skills
  • Highly skilled in Microsoft Office applications such as Excel, Word, Outlook, and SharePoint, Google Docs, Adobe, PowerPoint and basic office equipment.
  • Highly developed computer/IT skills is a plus
  • Use creative and critical thinking to solve problems and develop alternative solutions

  • Effectively prioritize multiple tasks and able to meet deadlines in a fast-paced team environment
  • Handle privileged information in a confidential manner

  • High School Graduation required; BA/BS degree strongly preferred

5.Years of Experience
  • 5 years work experience in a high functioning Administrative/ Project Manager role

  • 2 years project management, preferred
Working conditions
  • Typical office environment.
  • Mostly indoor office environment with windows
  • Offices with frequent interruptions
  • Some hybrid work may occur at the discretion of Director
Physical requirements
  • Considerable time is spent at a desk using a computer
  • Managing video conferencing and online meetings
  • Use telephone and other electronic equipment used in general university operations
  • May be required to travel to other buildings on the campus
  • May be required to attend conference and training sessions within Sacramento and Bay Area
  • May be required to occasionally travel to offsite placement sites
Direct reports
  • May supervise student employees, as necessary

Employee Status:Regular
Exemption Status:United States of America (Non-Exempt)
Time Type:Part time
Job Shift:

Pay Range:


Samuel Merritt University currently provides base salary ranges for all positions-on job advertisements-in the United States based on local requirements. Individual compensation will ultimately be determined based on a variety of relevant factors including but-not limited to qualifications, geographic location, and other relevant skills.


Samuel Merritt University

Samuel Merritt University is a private university focused on health sciences with its main campus in Oakland, California, and other facilities in Sacramento, San Mateo and Fresno.

SMU is an integral part of patient care in Northern California. We’re one of the largest educators of registered nurses in California, and many of the physical and occupational therapists, physician assistants, and podiatric physicians who provide care in the region are graduates of our programs. 

SMU began as a credential nursing program with Oakland's Samuel Merritt Hospital. Today, more than 110 years later, it offers nursing programs and advanced degrees for occupational and physical therapists, physician assistants, and podiatric physicians.

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